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BLEWBURY PARISH COUNCIL
Minutes
Of the Parish Council meeting of Blewbury Parish Council.
Held on Wednesday the 9th February 2011 at 7.30 pm in the Vale Room
Councillors present: Councillors present: Mr C Whatmore (Vice-Chairman), Mr M Shread, Mr M Brassell, Mr M Shayler (MaS), Mr R Farrell, Ms C Duckett, Ms S Loy, Ms J Gibson
Also present: E Smit (clerk), PCSO D Baker
Matters resolved:
1. All payments were approved
|
Actions arising from the meeting |
Target date |
|
1. JG to draft a guidance letter re the lease |
By next meeting |
|
2. Clerk to check if PC could remove Farnrise sign. Clerk to send details of contractors to Cricket Club. The solicitor should also clarify if the BVCIC could charge for the use of the pitches |
As soon as possible |
|
3. RF to check VAT situation re the gang mowers and clarify the position of the Cricket Club and CIC in this matter |
By next meeting |
|
4. Clerk to contact Football Club to ask if they still want to install a memorial bench. |
By next meeting |
|
5. MaS to email CD new drawing showing paving. CD to provide a budget cost of the landscaping, including the supply of turf. |
By next meeting |
|
6. Clerk to investigate securitising keys for equipment store |
By next meeting |
|
7. Clerk to circulate Risk Management plan. |
By next meeting |
|
8. Clerk to enquire who the crime prevention officer for the area was and if CCTV was deemed necessary |
By next meeting |
|
9. CW to clarify what constituted “high risk” in play area and to check if insurance would be a problem |
As soon as possible |
|
10. RF & clerk to review insurance cover and if VAT should be included in the building insurance |
By next meeting |
|
|
|
|
Actions carried forward from previous meeting |
Target date |
|
1. RF & clerk to follow up on land values |
Ongoing |
|
2. Response to cemetery plans to be drafted |
Ongoing |
|
3. Clerk to follow up on new litter bins |
Ongoing |
|
4. AC to pass on detailed drawings to CD to ascertain if plants needed to be ordered in advance |
As soon as possible |
1. Apologies for absence: Mr A Cooper, Cllr Lillly.
2. Declarations of interest. CW declared a non-prejudicial interest in the Recreation Ground as his wife is a member of a tennis club. MB declared an interest in the Recreation Ground due to family tennis club membership. MiS declared an interest in the Dibleys item as his partner is a share-holder. CD declared an interest in the Recreation Ground due to family membership of the Tennis Club, and involvement in junior football and junior cricket clubs.
3. Minutes of the meetings held on 15 December 2010, 12 January 2011 and 31 January 2011 were accepted and signed as a true record.
4. Police liaison. PCSO Baker reported that there was an attempted theft of a 4X4 farm vehicle. Following suspicious behaviour in the Bohams Rd car park, an officer found some cannabis and a street caution was issued. Four persons were arrested for hare coursing and being in possession of a stolen vehicle following a pursuit at the Churn Estate. It was reported in the press that a person was successfully prosecuted for illegally dumping waste on Bohams Rd. Two offenders have been charged in connection with the lead theft of St Michaels Church. Speed checking will continue. The PC asked PCSO Baker and his colleagues to investigate the parking of vehicles in Dibleys and South Street.
5. County Councillor’s report. No County Councillor present.
6. Matters arising.
6.1. 12/12/07 Future Didcot cycle links. Nothing to report.
6.2. 10/02/10 Salt bins. The Village Hall management committee identified a suitable location for the salt bin which should be installed shortly.
6.3. 13/10/10 Neighbourhood Watch. Nothing to report.
SL joined the meeting.
6.4. 09/02/11 Mobile library. As the parking problems directly affecting the mobile library in Dibleys were largely resolved the clerk contacted the mobile library services re reinstating the Dibleys stop. In their response they said that the Dibleys stop was under-utilised and that the new longer stop at the Barley Mow seemed to work very well. Unless there was an increased demand the Dibleys stop would therefore not be reinstated. Item closed.
7. Open Forum. No members of the public present.
CD joined the meeting.
8. Recreation Ground.
8.1. 28/11/06 Management Committee Structure/CIC. CW summarised the situation. The broad principle was that the PC will subsidise the BVCIC for the first 3 years until they are self-sufficient. The 2 main questions were “who are responsible for what” and “who pays for what”. It was recommended that a final meeting between representatives of the PC with the BVCIC should be held to clarify these matters. The interim licence for running the clubhouse in the meantime has not yet been considered by the BVCIC. Action: JG to draft a guidance letter re the lease. The open day was a success and a lot of positive comments were made. A few actions also arose. Action: Clerk to check if PC could remove Farnrise sign. Clerk to send details of contractors to Cricket Club. The solicitor should also clarify if the BVCIC could charge for the use of the pitches. RF circulated a letter re the asset register, specifically relating to the gang mowers which the cricket club believe belong to them. As VAT was claimed on the purchase of the gang mowers it might not be possible to gift it to the RGMC or cricket club. It should therefore be checked if the CIC was happy to take ownership of the mower and that they would not inherit a liability instead of an asset. The possibility to write off the gang mowers and gifting it to the cricket club, removing it from the PC asset register and insurance, but it was unclear what it meant in terms of the VAT. The PC could appoint an outside contractor to cut the Recreation Ground at the same frequency as the rest of the village if the lengthman is unable to do it. It was decided that the final decision should be delegated to the clerk in consultation with RF following clarification of the VAT issue. Action: RF to check VAT situation re the gang mowers and clarify the position of the Cricket Club and CIC in this matter. Insurance cover by the BVCIC and clubs were discussed. Letters of apologies were received from the teenagers who left showers running and made a mess in the dressing rooms.
8.2. 09/07/08 Recreation Ground Enhancement Project progress report. The clerk reported that work continued at the clubhouse to resolve the hot water and heating issues and other snags. It was also reported that the solicitor is in the process of updating the Land Registry which will include WREN’s interest in the building. The clerk will sign the statement of truth.
8.3. 08/12/10 BT telephone & internet. The broadband provision was cancelled on time but the line installation has already taken place. The PC has agreed to pay for the line rental for the additional line for one year.
8.4. 09/12/09 Recreation ground leases. SL will be meeting with the Croquet Club to see if the lease could be agreed. It was mentioned that the CIC lease should be clear that any alterations to the building or fittings should be made in writing to the clerk.
8.5. 12/11/08 Memorial bench. Action: Clerk to contact Football Club to ask if they still want to install a memorial bench.
8.6. 10/11/10 Landscaping. The landscaping was discussed. Some grass seeding and work to the mount needed to take place in the Spring. Additional paving and the implications it will have on the junior pitch were discussed. The additional quote for the paving and the entrance to the Band Hall was discussed but it was found to be incomplete. The planting scheme was discussed and priorities were identified. Action: MaS to email CD new drawing showing paving. CD to provide a budget cost of the landscaping, including the supply of turf.
8.7. 21/10/09 MUGA / Play area.
8.8. 06/01/11 Fire safety & alarm system. The alarm monitoring has been sorted out and will be paid for at this meeting.
8.9. 09/02/11 Equipment store keys. As the locks were changed the Clubs needed to be given keys. Action: Clerk to investigate securitising keys for equipment store.
9. Tickers Folly Field play space. Trees would be ordered and should arrive soon. Anthony Stiff was confirmed to be the PC’s agent in the planning application for the play space. CD mentioned that she went on a Community Planning course and that she was impressed with the process which was followed by the PC on both the Recreation Enhancement project and the new play space.
10. Risk Management.
10.1. 14/07/10 Emergency planning. MiS is due to attend Exercise Watermark in March.
10.2. 14/07/10 Review of effectiveness of internal audit process. Following reassurances given by the clerk and copies of documents given, the internal auditor agreed that no further review of the internal audit process was necessary.
10.3. 13/10/10 Annual Review of Risks & Events. It was decided that the Risk Management Plan be circulated and adopted even though the CIC has not yet taken over. Action: Clerk to circulate Risk Management plan.
10.4. 08/12/10 Future security of new pavilion. New quotes were received for CCTV and a quote for external PIR lights. Action: Clerk to enquire who the crime prevention officer for the area was and if CCTV was deemed necessary.
10.5. 12/01/11 Review of NALC financial regulations. The financial regulations are up to date. Item closed.
10.6. 09/02/11 Play policy. CW reported that RoSPA and Playbuilder were very enthusiastic about the new play space but as it was classed as “high risk” it was recommended that a play policy be adopted. Action: CW to clarify what constituted “high risk” in play area and to check if insurance would be a problem.
10.7. 09/02/11 Review levels of insurance cover. Action: RF & clerk to review insurance cover and if VAT should be included in the building insurance.
11. Planning & Housing.
11.1. 02/02/06 Planning Committee Report: No decisions were received. See planning report.
11.2. 02/02/06 Exception Site. Nothing to report.
11.3. 10/11/10 Bessels Way 30mph zone. It was reported that Cllr Lilly would be meeting with Highways re this matter.
12. Finance & Administration
12.1. Approval of RGMC accounts. Nothing to report.
12.2. Small Grants. A request from the Ryder Cheshire volunteers was received. As there was some money left over, the small grants committee would make a recommendation re another donation towards the Didcot CAB.
12.3. Money received from ITV (earmarked for cemetery). The clerk mentioned that a decision needed to be taken re the paths in the cemetery as ashes graves are becoming more popular and in order for new ashes graves to be utilised the landscaping plan should be implemented.
12.4. Review of land values. The clerk has written to the Vale’s expert and is awaiting a response.
12.5. Asset register. Resolution to gift those items of equipment carried in its asset register relating to the Recreation Ground, i.e. the triple set mower and line marker to the Blewbury Village CIC. This resolution was not passed. See item 8.1.
12.6. Payments for approval to be made under ancillary powers and within budgeted amounts
|
Description |
Amount |
|
Vale of White Horse District Council |
£85.00 |
|
Chris Lewis Fire & Security |
£540.00 |
|
E Smit |
£2820.85 |
|
K Pottle |
£25.60 |
|
E Smit (Expenses) |
£77.77 |
|
Spring Line Methodist Church |
£36.00 |
|
Oxfordshire County Council |
£192.00 |
|
Southern Electric |
£36.69 |
|
Oxfordshire Playing Fields Association |
£35.00 |
|
Sutton Griffin Architects |
£854.40 |
|
Farnrise Construction Ltd |
£26,484.34 |
|
Archibald Shaw LLP |
£7,634.09 |
|
Red Box Fire Control |
£238.62 |
|
TOTAL |
£39,060.36 |
It was pointed out that a cheque of £78 payable to “Vale of White Horse District Council” for the planning application fee for the new play space had to be issued prior to the meeting. The clerk was asked to check the payment to Archibald Shaw LLP was in line with their original quote. Provided that this payment was correct, all payments were approved. MB proposed, JG seconded, all agreed.
13. Cemetery Development Plan
Quotes and project management. Nothing to report.
14. Parish Plan
14.1. Litterbins at TFF car park entrance and Pilgrims Way. It was reported that the bin under the skate ramp has not been emptied. The Heather Way bin was due to replaced.
15. New Waste services. Nothing to report. Item closed.
16. Allotments. Nothing to report
17. Footways, Footpaths and rights of way.
17.1. Dibleys footpaths. Correspondence was received from Dibleys Heritage. It was not clear which “Council” they were referring to when talking about the boundary. Action: Clerk & JG to write to Dibleys Heritage to inform them that the District Council was to be consulted. JG to consult with the Vale. It was also reported that a request for another disabled space in Dibleys was received but it was unlikely that a new request would be granted
17.2. Cob walls. Concern has been expressed re the state of certain private cob walls. Action: Clerk to speak to Peter Tankard re private cob walls
17.3. Leaf clearance. It was recommended that this be added to the works list of the lengthman. It was reported that the lengthman wanted to retire in the next few months.
18. Roads, Road safety and public transport.
18.1. Bridus Way & Bessels Lea junction. Nothing to report. Item closed.
18.2. South St bus stop. It was reported that a compromise has been reached and a bus stop flag would be attached the wall.
19. Village Hall management committee report. No decision re an increase in insurance has been made.
20. Environment. RF reported that the Environment Group planned to fence off the chalk pit but it was recommended that the PC and the rest of the village should be informed of their plans.
21. District Councillor’s report. RF mentioned that people with brown bins who did not get their bins collected should write to the Vale. He also reported on the Localism Bill which included issues around social housing, the possible removal of lifetime tenancy agreement and issues around planning which would have huge cost implications for parish councils.
22. Correspondence.
22.1. Items requesting a reply
22.1.1. Insurance testimonial for Came & Company Parish Council Insurance. Agreed
22.1.2. Chairman's Charity Ceilidh. Noted
22.2. Items for information
22.2.1. Sustainable communities act. Noted
22.2.2. Thames Valley Police Alarm monitoring. It was noted that the Police has been paid a fee for the alarm monitoring.
Item not on the agenda: VWHDC Community grants. This was circulated to councillors and CIC prior to the meeting.
23. Any Other Business.
24. Details of the next meeting.
9th of March 2011
The meeting closed at 21h58
Annex A
PLANNING APP REPORT FROM MARCH 2011 BULLETIN
Decisions by the District Council
BLE/2521/4: Removal of existing windows in west elevation of existing extension and replace with patio doors. Replace existing back door with waney edged larch board and a small window. Stocks, Chapel Lane. Permitted with conditions re external materials and eaves.
Comments by the Parish Council to the District Council
BLE/20976: Remodelling and extension of existing property to provide improved living accommodation. Downside, Westbrook Street. BPC has no objection but suggests that some thought be given to the implications of the loss of vehicular turning space.
BLE/2521/4: As above. Stocks, Chapel Lane. BPC has no objection.
BLE/17755/10-LB: Proposed roof light to rear roof slope. Cottrills, London Road. BPC has no objection.
BLE/17755/11: Erection of metal railings around front garden boundary. Cottrills, London Road. BPC has no objection.